Required Roles: Workspace Manager, or Product Module Manager for the relevant module (to configure)
Required Permissions: Workspace Manager or Product Module Manager
Kivo lets you turn any approved document into a reusable template. This article explains how to designate a template source folder, tag a document as a template, link it to the folders where it should be available, and use it to create new documents - with full version control.
Section 1: Overview
Templates in Kivo are managed as controlled documents. Each template moves through the standard Draft → Approval lifecycle and carries full version history, so users always create new documents from the most current approved version.
How it works at a high level:
A folder is designated as a template source folder
Documents inside that folder become available as master templates once approved
A template tag is applied to each template document
The same tag is applied to the folder(s) where the template should be available
Users in those destination folders can then create new documents from the template
Treat the source folder(s) as your master library - these are the controlled copies or master forms that are used when associated record or document types are generated. Users creating a new document elsewhere see the latest approved (or effective) version of the linked template.
Section 2: Setting Up a Template Source Folder
Step 1 – Identify the Folder
Decide which folder will hold your master templates. You can use a single folder for everything or several folders organized by category. Use the terminal (lowest-level) folder where the template documents themselves live.
Step 2 – Open the Folder in Manager Mode
Enter Manager mode for the folder and click Manage Workspace. You will land on the Details tab.
Step 3 – Toggle "Use Folder Documents as Templates"
Near the bottom of the Details tab, toggle Use Folder Documents as Templates on. All approved documents in this folder will now be available as templates elsewhere in Kivo.
Note: This setting is not inherited by child folders. This is one of the few settings in Kivo that does not cascade. Enable it only on the specific folders that hold your templates.
Section 3: Tagging a Template and Linking It to a Destination Folder
Each template needs a tag, and the same tag must be applied to every folder where the template should be available.
Step 1 – Create and Approve the Template
In the template source folder, create the document you want to use as a template (for example, a policy template) and take it through the workflow to approval. Only approved documents are eligible to be used as templates.
Step 2 – Apply a Template Tag
On the template's document card, apply a tag that uniquely identifies this template (for example, policy, POL-template, or any value you'll remember). This tag is what links the template to the folder where it should appear.
Note: Dynamic Content is only available for templates used in activities. Documents created from the DMS will not inherit any metadata.
Section 4: Making the Template Available in the DMS
If the template should be available in the DMS folders, typically seen for procedure, policy, wi etc templates Perform the following
Step 1 – Open the Destination Folder
Navigate to the folder where users should be able to create new documents from this template (for example, Quality Assurance → Policies).
Step 2 – Add the Same Tag to the Folder
In Manager mode, click Edit on the folder, and add the same template tag you applied to the document. The folder is now linked to the template.
Section 5: Making the Template Available in the DMS
If the template should be available when generating documents from Activities folders, typically seen for capa, deviation, etc.
Step 1 – Open the Activty Configuration in Workspace Settings
Navigate to Activity Settings in workspace settings. Select the Activity Type and click Configure {Type} Activity
Step 2 – Add the Same Tag to the Activity
Expand the activity in the slide out drawer and add the appropriate tag.
Section 6: Creating a New Document From a Template in the DMS
Once setup is complete, any user with access can create documents from the template.
Open the destination folder
Click the blue + icon and select New Document
Pick the template from the list of available templates
Fill out the new document and send it through your workflow as usual
The new document is a fresh copy — editing it never modifies the master template. For more information, see Authoring a New Document.
Section 7: Generating a Document from an Activity Using a Template
Once setup is complete, any user with access can generate documents from the activity using the template.
Open the activity
Click Add to Cabinet
Click Generate Document
Pick the template from the list of available templates and select the destination
Fill out the new document/record and send it through your workflow as usual
For more information, see Create a Quality Activity.
Section 8: Updating, Versioning, and Compliance Notes
Templates carry full version control:
Update the master template at any time by sending it through the standard approval workflow
New documents always use the latest effective version of the template, or the latest approved version if no effective version exists
This ensures users are always working from the most current, compliant template
Important behaviors to keep in mind:
A template document must be approved before it can be used
Use Folder Documents as Templates does not inherit to child folders - enable it explicitly on each source folder
Documents without a template tag will not appear as available templates anywhere else in Kivo
The destination folder and the template must share at least one tag for the link to apply